Deputy City Clerk; first review

Position: Deputy City Clerk (open until filled with first review 01/19/2026)

Job Description Job Summary

This position represents the organization, performs work directly related to management policies, and works independently to provide support, complex research, and advice to the City Council and Administrative staff.

Essential Functions

• Coordinates meeting attendance, prepares packet documents, attends meetings, and conducts post meeting record processing for the City Council regular and special meetings, administrative functions of Hearings Examiner, and other meetings as assigned.
• Attends frequent evening meetings and occasional weekend meetings, as well as training out of town.
• Drafts and processes posting of legal notices, ordinances, resolutions, proclamations, agenda bills, correspondence, and a variety of other documents.
• Assists the City Clerk in managing policies and processing of Municipal Court Dockets, contracts, records management, website, social media posts, and public record requests.
• Manages the Public Record Request software platform (excluding response for non-Police Records), prepares 3rd party notices, searches for responsive documents, reviews documents for redaction or exemptions, coordinates responsive documents from other departments, and assists the City Clerk in preparing the annual report to the state.
• Serves as the Risk Management alternate representative in the cities insurance pool which includes but is not limited to asset management, claims processing, and citywide notary registration tracking.
• Assists with reception of greeting visitors, civic center facility users, and the public generally by promoting positive relations on behalf of the Council, City Manager, and all staff.
• Answers telephone, provides information and assistance, takes messages, makes appointments, refers callers to appropriate personnel.
• Researches, composes, types, and edits a variety of correspondence, reports, memoranda, and other materials.
• Performs Notary services for City records.
• Coordinates travel, lodging, and subsistence for job related training.
• Performs additional related duties as assigned.

Knowledge, Skills, and Abilities Required by the Position

• Modern office and computer software practices and procedures.
• Understanding of the City municipal code and departmental policies and procedures.
• Computer equipment and job-related software programs.
• Correct English usage, grammar, spelling, punctuation, and vocabulary.
• Event management principles.
• Paper and digital file management best practices and principles.
• Prioritizing and organizing work.
• Strong customer service, both in oral and written communications.
• Ability to handle detailed complex and sensitive material with judgment and diplomacy.

Supervisory Controls

The City Clerk and City Manager assign work in terms of general instructions. The supervisor may spot-check completed work for compliance with procedures, accuracy, and the nature and propriety of the final results.

Guidelines

Guidelines include City and department policies and procedures. These guidelines require judgment, selection, and interpretation in application.

Complexity/Scope of Work

• The work consists of varied administrative duties. The variety of tasks to be coordinated contributes to the complexity of the position.
• The purpose of this position is to provide administrative support for the City Manager, Administration Department, City Council, and as needed for other departments.
• Successful performance contributes to the efficiency and effectiveness of a variety of department operations.

Contacts

• Contacts are typically with department coworkers, other employees, elected and appointed officials, vendors, representatives of community organizations, members of the news media, and the general public.
• Contacts are typically to exchange information, resolve problems, and provide services.

Physical Demands/Work Environment

• The work is typically performed while sitting at a desk or table or while intermittently sitting, standing, or stooping.
• The employee occasionally lifts light and heavy objects.
• The work is typically performed in an office.

Supervisory and Management Responsibility

None.

Minimum Qualifications

• Knowledge and level of competency commonly associated with the completion of a baccalaureate degree in a course of study related to the occupational field or a combination of years of related experience.
• Sufficient experience to understand the basic principles relevant to the major duties of the position, usually associated with the completion of an apprenticeship/internship or having had a similar position for one to two years.
• Prior government entity administration and record keeping.
• Certification as a Municipal Clerk (or ability to obtain within 3 years of hire date, barring any unintended situation/s) preferred.
• Criminal Justice Information Services Certification - completion upon hire and annually thereafter.
• Certification as Notary Public or ability to receive within first year of hire.
• Valid WA state driver’s license.
• All applicants must be able to successfully pass a background check…